Administrative Assistant

The Maine Medical Association (MMA) is seeking an organized and dependable Administrative Assistant to support our daily operations. This position offers a predictable daytime schedule with some flexibility, making it an excellent opportunity for individuals seeking meaningful part-time employment and a healthy work-life balance, or professionals looking for part-time employment in a collaborative office environment. You will play an important role in supporting Maine physicians and healthcare initiatives while enjoying a predictable schedule and supportive workplace. 

• In-person position located at Maine Medical Association Headquarters, Manchester, ME 

• Reports To: Director of Finance & Operations and Operations Manager 

• Position Type: Part-Time, Non-Exempt 

• Schedule: 20 hours per week, typically 9:00 a.m. to 2:30 p.m., Monday through Thursday, with some flexibility upon approval 

• Paid holidays and PTO

$18 - $20 hourly

• Ensure smooth daily office operations by managing mail services, maintaining office supplies and equipment, and serving as the primary point of contact for incoming calls. 

• Maintain office functionality by overseeing equipment upkeep, scheduling recycling, managing inventory and ordering office and kitchen supplies, and performing light facility tasks. 

• Manage daily mail activities, including labeling postage, sorting inbound and outbound mail, and handling pickup and drop-off. 

• Assist the Operations Manager with coordination of facilities and office maintenance as needed. 

• Assist with records management in the membership database. 

• Respond to member inquiries and provide support with account access, profile updates, and general membership services. 

• Assist with event preparation and coordination for meetings, conferences, and training on an as-needed basis. 

• Perform basic bookkeeping tasks including data entry, recording deposits, and processing invoices. 

• Some local and in-state travel will be needed for mail, bank deposits, and meetings. 

Required

• High school diploma or equivalent. 

• Exceptional attention to detail and a high degree of accuracy in data entry and record-keeping. 

• Strong organizational skills with the proven ability to prioritize tasks, manage time effectively, and meet deadlines in a dynamic environment. 

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and the ability to learn new database and software systems quickly. 

• Excellent written and verbal communication skills. 

• Ability to work independently with minimal supervision as well as collaboratively within a team. 

Preferred

• Two years of experience as an administrative support professional. 

• Experience with data entry, Microsoft Excel, QuickBooks Online, or similar. 

• Associate/bachelor's degree or additional training/certification in a related field. 

The Maine Medical Association, with its roots dating back to the early 1800s, is dedicated to supporting physicians and multi-disciplinary health care teams, promoting public health, and advocating for patients in Maine. Through policy, advocacy, education, and support, the MMA is the leading voice of more than 4,300 Maine physicians.